Complete the initial organization, role, and data sharing setup

Learning objectives and expected result

• Expected result: A newly hired East China sales representative can sign in normally and has only permission to create and view accounts. The representative can also automatically view specific Key Account data shared by the North China team.

Before you begin

• Account requirement: You have System Administrator permissions.
• Data preparation: You have an Excel import template for the new employee and department.

1. Add or import a user

1. Go to Setup > Organization Management > Departments & Users.
2. In the upper-right corner, click New.
3. On the New Employee page, enter the following core fields:
   • Name: Wang Wu
   • Nickname: wangwu
   • Login method: Select Mobile number.
   • Mobile: Enter 13900000001.
   • Primary department: Select the default root node, Headquarters. You move the user to the East China Sales Department in the next step.

[!TIP] For medium-sized and large enterprises, you can import users in batches by using an Excel template.

2. Add a department

1. In the organization tree on the left of Departments & Users, click the action button at the end of the Entire Company top-level node. Then click + New Child Department.
2. In the Add Department window, enter the following information:
   • Department name: East China Sales Department
   • Department code: HD-SALES
3. Click Save. The system creates the East China Sales Department node in the organization tree.
4. Return to the employee list on the right. Select the newly created employee, Wang Wu, and click Reset Primary Department. In the dialog box, select East China Sales Department, and click Confirm.

3. Create and assign a role

1. Go to Setup > Role Permissions > Business Function Permissions.
2. Click New Role.
3. In the New Role window, enter the following information:
   • Role name: East China Standard Sales Representative
   • Role description: Limits the function operation permissions of standard East China sales representatives.
   • Click Save.

1. On the role permission editing page, locate the Account object:
   • Under function permissions, select View List, View Details, New, and Edit.

1. Click the Employee Assignment tab, and then click Add Employee.
2. In the employee selector, search for and select Wang Wu. Click Confirm to assign the role.

4. Configure a data sharing rule

1. Go to CRM Platform Management > Data Permissions Management.
2. Click the Data Sharing tab to open the sharing rule settings page.
3. Click New Sharing Rule.
4. Enter the sharing rule details:
   • Rule type: Select Based On Belonging Department.
   • Data source: Select North China Sales Department.
   • Shared data: Select Account.
   • Share data with: Under Department, select East China Sales Department.
   • Permission after sharing: Select Read Only.
5. Click Confirm.

5. Verify the user’s visibility

1. Go to Data Maintenance Tools > Data Permission Query Tool.
2. Select Wang Wu as the person to query.
3. Select Account as the object to query, and randomly select an account record belonging to the North China Sales Department.
4. Click Query.
5. Expected result: The returned details show that Wang Wu has Read Only access to the record through the sharing rule based on the assigned department. The data source is North China Sales Department, and the sharing scope is East China Sales Department.

Next steps

• Create and assign business roles
• Configure data sharing rules